Senior Facilities Assistant

lives. Our most valuable asset is our people. At ZS we honor the visible and invisible elements of our identities, personal experiences and belief systems—the ones that comprise us as individuals, shape who we are and make us unique. We believe your personal interests, identities, and desire to learn are part of your success here. Learn more about our diversity, equity, and inclusion efforts and the networks ZS supports to assist our ZSers in cultivating community spaces, obtaining the resources they need to thrive, and sharing the messages they are passionate about. Learn more Administrative Services provides support services to ZS professionals as they complete their work. The administrative services team provides administrative support, travel planning, operations, catering coordination, and facilities management. SENIOR OPERATIONS ASSISTANT Responsibilities: Office Operations: New Joiner set-up: Assist with setting new joiner to include obtaining headshot photo and background information, ordering/activating office ID Badge, update of local office documents, adding to email distribution list and existing office meetings/events, etc. New Joiner arrival: Coordinate Day 1 for new joiners to include greeting upon arrival, providing office tour, and conducting office orientation session Recruiting support: Coordinate interview process to include greeting and escorting candidates; day-of point of contact; printing and organizing materials/laptop; and supporting virtual connections Accounting support: Office procurement card expense reporting, processing of invoices, and researching inquiries Facilities support: Log building maintenance and ID card requests Back-up support to office operations assistant to include mail distributions, supply management and restocking, meeting management, workspace reset, kitchen area management, etc. Back-up support to front desk reception to include answering phones; greeting clients, vendors, and visitors; handling incoming/outgoing mail and deliveries; maintaining visitor logs; monitoring room reservations; assist with workspace reservations Meetings, events and office initiatives: Collaborate with office committees/team in the planning of office events, meetings, initiatives and coordinate all logistics Catering for office events and meetings (order, set-up, clean-up) Supply and material coordination Set-up/breakdown/clean-up activities for office events and meetings Maintain office calendar with logistics for all meetings and events Other: Serve on fire/life safety floor team Handle special projects with demanding deadlines Address problems and troubleshoot with internal and external stakeholders Hours are 8:30 am – 5:30 pm Qualifications: High school diploma required. Post-secondary education or Associate or Bachelor degree preferred. 3+ years of relevant work experience as an operations/administrative assistant or meeting/events coordinator, preferably in a professional services environment Fluent in MS Office (Word, PowerPoint, Excel and Outlook), calendar management, email systems Strong oral and written communication skills Professional appearance and demeanor with ability to exercise good judgment and discretion Good time management skills, attention to detail, dependability, flexibility Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines Experience working both independently and with a team in a demanding environment Ability to lift 50 pounds Positive attitude and sense of humor Perks & Benefits: ZS offers a comprehensive total rewards package including health and well-being, financial planning, annual leave, personal growth and professional development. Our robust skills development programs, multiple career progression options and internal mobility paths and collaborative culture empowers you to thrive as an individual and global team member. We are committed to giving our employees a flexible and connected way of working. A flexible and connected ZS allows us to combine work from home and on-site presence at clients/ZS offices for the majority of our week. The magic of ZS culture and innovation thrives in both planned and spontaneous face-to-face connections. Considering applying? At ZS, we're building a diverse and inclusive company where people bring their passions to inspire life-changing impact in global healthcare and beyond. We are most interested in finding the best candidate for the job and recognize the value that candidates with all backgrounds, including non-traditional ones, bring. If you are interested in joining us, we encourage you to apply even if you don't meet 100% of the requirements listed above. ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law. To Complete Your Application: Candidates must possess or be able to obtain work authorization for their intended country of employment. ZS is committed to providing and maintaining a safe workplace. In order to keep its employees safe, ZS recommends that all its employees and contractors be fully vaccinated against COVID-19. Proof of vaccination can be voluntarily provided upon acceptance of offer of employment. NO AGENCY CALLS, PLEASE. Find Out More At: https://www.zs.com